University of Minnesota
Glensheen Events Coordinator
University of Minnesota, Duluth, Minnesota, United States, 55806
Apply for Job Job ID 365771
Location Duluth
Job Family Campus Operations
Full/Part Time Part-Time
Regular/Temporary Regular
Job Code 8422EV
Employee Class Civil Service
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About the Job
Working Title: Events Coordinator Unit: UMD Chancellor's Office Department: Glensheen Schedule: 40 hours per week April through December - 8:00am to 4:30pm M-F 32 hours per week January through March - 8:00am to 4:30pm Tu-F may include evenings, holidays, and weekends as needed Priority consideration will be given to applications received by December 9th OVERVIEW
The position of Events Coordinator reports directly to the Senior Manager of Operations and is responsible for event execution for venue rentals, internal events, and community events at Glensheen. This includes coordinating client and vendor communication, scheduling staff for events, and day of event management. This position supervises and directs the work of student workers. The position will require the ability to work a varied schedule including evenings, weekends, and holidays.
This position is in person, with the possibility of some remote days during the off-season
JOB DUTIES
Venue Rentals (35%) Develop and implement a venue rental strategy that provides a high level experience to meet client expectations within defined parameters. Perform annual review of rental offerings and structure. Lead venue rental sales efforts to include booking rentals, submitting invoices, and reconciling payments. Develop an annual plan for securing venue rentals to support Glensheen's earned revenue strategies. Guide clients through the venue rental inquiry and booking process. This includes responding to inquiries in a timely manner, providing guest tours of available spaces, securing contracts and permits for the rental, and processing billing and payment for clients. Confirm and track event details such as caterer, final guest count, floor plan, timeline, decor, and vendors for each guest Serve as the on-site event manager the day of the rental for the guest and their vendors. This includes handling any guests issues or emergencies that may occur Maintain and cultivate relationships with vendors that can assist clients. This includes caterers, equipment rental dealers, entertainers, photographers, and videographers. Ensure timely and accurate billing in conjunction with the Finance Specialist Hire, lead, train, and schedule event staff to support venue rentals. Lead event execution to include setup, staging, and communication. Work with the University of Minnesota Real Estate office to ensure compliance with all applicable policies and procedures Track revenues to meet earned revenue goals and expenses to ensure program budgets stay within annual allowances. Work with software for tracking event leads and communication with clients. Update Glensheen's internal shared calendar with rental dates and details. Connect with clients on rental feedback and to proactively rebook them for future dates. Collaborate with marketing to update rental information in print and online as well as develop efforts for promotion. Proofread materials before distribution to internal and external parties. Disseminate rental information to staff, volunteers, and visitors via phone, email, and in person. Communicate with staff from events, housekeeping, and grounds to communicate aspects of event execution pertinent to their areas. Maintain knowledge of industry standards for events. Disseminate information to staff across the estate on innovations and trends.
Advancement & Internal Events (35%) Develop and execute a strategy for Glensheen's Christmas experience, both indoors and outdoors, Lead the setup and takedown of Christmas decorations for seasonal offerings. Create and execute the outdoor experience for evening tours. Collaborate with colleagues from multiple areas to develop and support the experience strategy. Collaborate with senior leadership to execute donor, fundraising, and member events. Maintain event invitation and response list. Collaborate with marketing to communicate member events in print and online. Proofread materials before distribution to internal and external parties. Coordinate setup needs for meetings hosted by Glensheen staff. Hire, lead, train, and schedule event staff to support events. Communicate with staff from events, housekeeping, and grounds to communicate aspects of event execution pertinent to their areas.
Community & Signature Events (25%) Develop and execute signature event offerings to support Glensheen's earned revenue strategies. Collaborate with marketing to update event information in print and online as well as develop marketing efforts for promotion. Proofread materials before distribution to internal and external parties. Provide administrative support and coordination for community events such as the Free Wednesday Night Series and Glensheen's annual Community Day. This includes securing contracts and licensing paperwork, routing items to the appropriate University department, scheduling event security, and other tasks as assigned Update Glensheen's internal shared calendar with event dates and details Lead day-of event operations including set-up, vendor communications, and directing staff. Provide staffing support during events Meet revenue goals and ensure program budgets stay within annual allowances Disseminate event information to staff, volunteers, and visitors via phone, email, and in person Interact with guests at Glensheen. Strive to interpret Glensheen to guests in an effective, interactive, and meaningful way
Other Duties as Assigned (5%) Serve in the role of Opener/Closer on a regular or rotating basis with other staff to provide opening and closing support for the estate including arming and disarming of the security system. This may include weekend, evening, and holiday shifts
Qualifications
REQUIRED Bachelor's degree plus at least 2 years of related experience or a combination of related education and work experience to equal at least 6 years Strong verbal and written communication skills Strong customer service skills Computer experience required
PREFFERED Experience in a supervisory role or leading project teams Demonstrated ability to organize and prioritize multiple tasks Demonstrated ability to perform tasks in an organized manner with attention to detail and timelines Ability to work with a diverse population in a courteous and professional manner Ability to work successfully as a team player Ability to work independently Ability to analyze and resolve problems Basic knowledge of Microsoft Office Suite or Google Suite
Pay and Benefits
Pay Range
:
$46, 624 - $50,592 annually ($23.50 - $25.50 hourly; depending on education/qualifications/experience Time Appointment:
75%-100% Appointment Position Type:
Civil-Service & Non-Faculty Labor Represented Staff Please visit the Office of Human Resources website for more information regarding benefit eligibility. The University offers a comprehensive benefits package that includes: The University offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Excellent retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) opportunity Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost
How To Apply
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647. Diversity
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu Employment Requirements
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment. About the U of M
University of Minnesota, Duluth (UMD) The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue. Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs. At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).
Working Title: Events Coordinator Unit: UMD Chancellor's Office Department: Glensheen Schedule: 40 hours per week April through December - 8:00am to 4:30pm M-F 32 hours per week January through March - 8:00am to 4:30pm Tu-F may include evenings, holidays, and weekends as needed Priority consideration will be given to applications received by December 9th OVERVIEW
The position of Events Coordinator reports directly to the Senior Manager of Operations and is responsible for event execution for venue rentals, internal events, and community events at Glensheen. This includes coordinating client and vendor communication, scheduling staff for events, and day of event management. This position supervises and directs the work of student workers. The position will require the ability to work a varied schedule including evenings, weekends, and holidays.
This position is in person, with the possibility of some remote days during the off-season
JOB DUTIES
Venue Rentals (35%) Develop and implement a venue rental strategy that provides a high level experience to meet client expectations within defined parameters. Perform annual review of rental offerings and structure. Lead venue rental sales efforts to include booking rentals, submitting invoices, and reconciling payments. Develop an annual plan for securing venue rentals to support Glensheen's earned revenue strategies. Guide clients through the venue rental inquiry and booking process. This includes responding to inquiries in a timely manner, providing guest tours of available spaces, securing contracts and permits for the rental, and processing billing and payment for clients. Confirm and track event details such as caterer, final guest count, floor plan, timeline, decor, and vendors for each guest Serve as the on-site event manager the day of the rental for the guest and their vendors. This includes handling any guests issues or emergencies that may occur Maintain and cultivate relationships with vendors that can assist clients. This includes caterers, equipment rental dealers, entertainers, photographers, and videographers. Ensure timely and accurate billing in conjunction with the Finance Specialist Hire, lead, train, and schedule event staff to support venue rentals. Lead event execution to include setup, staging, and communication. Work with the University of Minnesota Real Estate office to ensure compliance with all applicable policies and procedures Track revenues to meet earned revenue goals and expenses to ensure program budgets stay within annual allowances. Work with software for tracking event leads and communication with clients. Update Glensheen's internal shared calendar with rental dates and details. Connect with clients on rental feedback and to proactively rebook them for future dates. Collaborate with marketing to update rental information in print and online as well as develop efforts for promotion. Proofread materials before distribution to internal and external parties. Disseminate rental information to staff, volunteers, and visitors via phone, email, and in person. Communicate with staff from events, housekeeping, and grounds to communicate aspects of event execution pertinent to their areas. Maintain knowledge of industry standards for events. Disseminate information to staff across the estate on innovations and trends.
Advancement & Internal Events (35%) Develop and execute a strategy for Glensheen's Christmas experience, both indoors and outdoors, Lead the setup and takedown of Christmas decorations for seasonal offerings. Create and execute the outdoor experience for evening tours. Collaborate with colleagues from multiple areas to develop and support the experience strategy. Collaborate with senior leadership to execute donor, fundraising, and member events. Maintain event invitation and response list. Collaborate with marketing to communicate member events in print and online. Proofread materials before distribution to internal and external parties. Coordinate setup needs for meetings hosted by Glensheen staff. Hire, lead, train, and schedule event staff to support events. Communicate with staff from events, housekeeping, and grounds to communicate aspects of event execution pertinent to their areas.
Community & Signature Events (25%) Develop and execute signature event offerings to support Glensheen's earned revenue strategies. Collaborate with marketing to update event information in print and online as well as develop marketing efforts for promotion. Proofread materials before distribution to internal and external parties. Provide administrative support and coordination for community events such as the Free Wednesday Night Series and Glensheen's annual Community Day. This includes securing contracts and licensing paperwork, routing items to the appropriate University department, scheduling event security, and other tasks as assigned Update Glensheen's internal shared calendar with event dates and details Lead day-of event operations including set-up, vendor communications, and directing staff. Provide staffing support during events Meet revenue goals and ensure program budgets stay within annual allowances Disseminate event information to staff, volunteers, and visitors via phone, email, and in person Interact with guests at Glensheen. Strive to interpret Glensheen to guests in an effective, interactive, and meaningful way
Other Duties as Assigned (5%) Serve in the role of Opener/Closer on a regular or rotating basis with other staff to provide opening and closing support for the estate including arming and disarming of the security system. This may include weekend, evening, and holiday shifts
Qualifications
REQUIRED Bachelor's degree plus at least 2 years of related experience or a combination of related education and work experience to equal at least 6 years Strong verbal and written communication skills Strong customer service skills Computer experience required
PREFFERED Experience in a supervisory role or leading project teams Demonstrated ability to organize and prioritize multiple tasks Demonstrated ability to perform tasks in an organized manner with attention to detail and timelines Ability to work with a diverse population in a courteous and professional manner Ability to work successfully as a team player Ability to work independently Ability to analyze and resolve problems Basic knowledge of Microsoft Office Suite or Google Suite
Pay and Benefits
Pay Range
:
$46, 624 - $50,592 annually ($23.50 - $25.50 hourly; depending on education/qualifications/experience Time Appointment:
75%-100% Appointment Position Type:
Civil-Service & Non-Faculty Labor Represented Staff Please visit the Office of Human Resources website for more information regarding benefit eligibility. The University offers a comprehensive benefits package that includes: The University offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Excellent retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) opportunity Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost
How To Apply
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647. Diversity
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu Employment Requirements
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment. About the U of M
University of Minnesota, Duluth (UMD) The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue. Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs. At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).